Sales Administrative Assistant

Job Description

Job Description

POSITION SUMMARY

The Sales Administrative Assistant is responsible for providing overall administrative support to the Sales Department, Destination Services Department and other departments on an as-needed basis. 

POSITION RESPONSIBILITIES

• Provide assigned Sales Managers with administrative support including but not limited to:
  • Support the Sales Manager's sales efforts and customer care
  • Phone and Customer Correspondence
  • Prepare documents as needed
  • Light Mail duties 
  • Marketing and Sales effort support
  • Calendar and Appointment Management
  • CRM management of assigned managers
  • Site Visit Support – Assists with preparing materials, amenities, and logistics for client site visits
• Provide administrative support to the Sales Department including but not limited to:
  • Gather group room/data for input:
    1. Solicit Group History for data entry
    2. MINT group and pick up data input
    3. Room night pickup data entry and reporting  
  • Develop and coordinate various reports and projects with Executive Assistant as needed. 
  • Process and maintain documentation in SimpleView and Momentus
  • Pull documents and reports and send them to hotel partners when required
  • Special projects as assigned
• Provide administrative support to the Housing and Destination Services Dept. including but not limited to:
  • Housing Support – Assists with Housing Agreements, room entry in Passkey, client and hotel communications, management of the housing inbox, cutoff date reminders, housing audits, and other housing-related tasks. Attends housing planning calls and communicates directly with clients
  • Amenity Closet Inventory & Organization – Assists in maintaining inventory and organization of amenity supplies and provides notification when items are running low or need to be replenished
  • Check Request Support – Assists with processing check requests for internal billing and tracking, manual invoices, and hotel partner reimbursements
  • Client Gift Bags – Prepares and distributes client amenity gift bag for events, including distribution 
  • Final Pick-Up Reports – Prepares final pick-up reports for events once the program concludes
  • Support sales efforts for Client Events and FAM Trips
  • Assist in coordination of client events when required 
• Track leads from tradeshows and customer events
• Support other Departments as needed, including but not limited to:
  • Front desk beverage and break room replenishment
  • Front desk relief coverage on a rotating basis with other staff 

JOB REQUIREMENTS

• 3 years of Sales/Marketing Hospitality administrative support experience preferred
• Strong Computer experience (i.e., Sales CRM & Database Administration, Microsoft Word, Outlook, PowerPoint, Excel) 
• Ability to pay attention to detail and multi-task in a fast-paced environment
• Excellent verbal and written communication skills
• Strong organizational skills and ability to meet deadlines
• Enthusiastic, dependable, positive team player
• Self-starter; professional demeanor

Team San Jose is an equal opportunity employer.